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How to Share a Calendar in Outlook 2013

1 Open the Outlook Calendar

Open Outlook and click on Calendar in the bottom left corner of the window.

Screenshot of Outlook Menu
2 Create a New Calendar

Under My Calendars, right click on your primary calendar and select New Calendar.

Screenshot of Outlook Calendar Menu
3 Name your New Calendar

Make sure that your primary calendar is selected in the file tree and then enter a name for your new calendar and click OK. (The name should describe the purpose of the calendar.) The calendar will now appear in your calendar list.

Screenshot of Outlook Calendar Listing
4 Share Calendar

Right click on the calendar you would like to share and select Share and Share Calendar.

Screenshot of Outlook Calendar Menu
5 Sharing Invitation

In the Sharing invitation, Click the To… button top open the search window. Click the More columns option and make sure that you are searching the Global Address List to narrow down your search results more. Add all the individuals you would like to share your calendar with and click OK.

Screenshot of Outlook Calendar Settings

6 Confirm if You Would Like People to Have Access to Add, Edit and Delete Items from the Calendar

If you would like those people to have access to add, edit and delete items from the calendar, check the checkbox that says, “Recipient can add, edit, and delete items in this calendar”. You can also add a message to the invitation. Once you are ready to send the invitation click Send.

Screenshot of Outlook Calendar Settings

7 Confirm Permissions

Confirm that all the information and permissions are correct and click Yes. The recipient(s) will receive an email invitation that will allow them to open your shared calendar.

Screenshot of Outlook Calendar Permissions

NOTE: If you receive the following error when trying to send your sharing invitation, you need to check your recipients. This error indicates that you did not select the recipient(s) from the Global Address List. Make sure that their name appears just as it does in the Global Address List and there is no email address appended to the displayed name.

Screenshot of Outlook Calendar Error Message

8 Editing Permission Levels

Once you have shared the calendar, you can go back in and edit the permissions for people that you have given access to your calendar. To do so, right click on the shared calendar in the list of Calendars and select Properties. Under the Permissions tab, you will find the list of users with access to the calendar and their permission level. Descriptions of each of the Permission Levels are listed below. Once you have set their Permission Level, click OK. You can change multiple users’ permissions at once by selecting multiple users and selecting the desired permission level.

Screenshot of Outlook Calendar Permission Levels

Permission Settings Using Outlook 2013 (Win), Outlook 2016 (Mac), Outlook 2011 (Mac), Outlook 2010 (Win) 

Owner Create, read, modify, and delete all items, and create subfolders. Can change the permission levels that other people have for the folder.
Publishing Editor Create, read, modify, and delete all items and create subfolders.
Editor Create, read, modify, and delete all items.
Publishing Author Create and read items, create subfolders, and modify and delete items and files that you create. (Does not apply to delegates.)
Author Create and read items, and modify and delete items and files that you create.
Non-Editing Author Create and read items s only.
Reviewer Read items only.
Contributor Create items only. The contents of the calendar do not display.
Free/Busy Time, Subject, Location See free/busy time as well as the subject and location of items. Cannot Create Files and can only read this basic information, not the full files.
Free/Busy Time See free/busy time only.
None No permission. You cannot open the calendar.